Staff Activity Report for Aug 18 - Aug 24, 2013

CITY MANAGERS OFFICE/Brian McDougal, Manager
. Attended the ribbon cutting for AOK RR bridge dedication over the N Canadian River
. Budget, Audit and Sales tax discussion with the city treasurer
. AVEDIS grant funding discussion with the Planning Director and Operations Director
. Meeting with retailer regarding locating in Shawnee
. Workman's Compensation Conference call regarding the new state law rules and regulations
. Meeting with staff regarding sales tax audits, inspections and compliance
. Met with Last Frontier Council on wrap up of the FOS campaign
. Discussion with OBU regarding construction projects
. Met with City Attorney regarding various projects
. Met with a consultant (tweet my jobs) regarding an electronic format for City-wide job postings
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ENGINEERING/STREETS/TRAFFIC CONTROL/John Krywicki, Director
No new report submitted.
. Federal Street Bridge Repair Project: The entire deck/slab and parapet walls of the bridge have been removed. Contractor has begun construction of concrete slope walls under the bridge to protect the abutments from continued erosion and undermining of the abutment. Overall, project approximately 45% complete.
. Airport Trails Project: Project is about 99 percent complete with punch list items left to address. Contractor indicates they will be completed with punch list by the end of next week, then the City will schedule a final walk-through inspection to verify items have been completed.
. Bell Street Streetscape Project from Farrall to 7th: Enhanced crosswalk lighting is being installed across Farrall Street. Contractor has misc. items on punch list for sidewalk along Bell Street to 7th that they will address this week. OGE is scheduled to begin their decorative lighting installation the week of August 12th.
. City Hall Parking Lot Improvements: Project is about 40% complete. Concrete paving has been placed on the new parking lot project, and should be completed within the next 2 weeks, then, Contractor will begin on milling and overlaying with new asphalt surfacing on the existing asphalt parking lot.
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EMERGENCY MANAGEMENT/Don Lynch, Director
No new report submitted.
. Processed 911 remittance checks
. Registered 3 individual storm shelters
. Met with department staff concerning After-Action Report
. Performed reconcilement of Debris Removal Invoice against daily load tickets and monitor reports
. Programmed NOAA Weather Radio for citizen
. Prepared After-Action Report survey for distribution
. Coordinated with Motorola sales and engineering personnel concerning delivery of equipment
. Responded to FOIA Request from OKC TV Station concerning school emergency plans
. Reviewed Applications to plug Oil Wells
. Processed acknowledgement paperwork for donated forklifts for Donated Goods Warehouse
Capital Projects Update:
. Telephone System Replacement: Vendor has installed switching equipment and most desksets. We are working with a.t. & t. to set up the interface between the new switch and the telephone central office.
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UTILITY DEPARTMENT/Steve Nelms, Director
Water Treatment Plant (Staff of 10)
Average production: *MGD: 4.051 Last week: *MGD: 3.945
. Pumped 984,550,000MG to date compared to 1,076,934,000MG for same period last year
. All lab hourly testing was completed.
. All cleaning and maintenance was completed.
*MGD: Million Gallons Daily
Southside Wastewater Treatment Plant (Staff of 7)
Flows averaged: *MGD: 1.598 **BOD: 7 mg/l ***TSS: 0 mg/l
. Performed routine maintenance and testing on the plant
*MGD: Million Gallons Daily **BOD: Biochemical Oxygen Demand ***TSS: Total Suspended Solids
Northside Wastewater Treatment Plant (Staff of 7)
Flows averaged: *MGD: 2.022 **BOD: 2.1 mg/l ***TSS: 2.5 mg/l
. Hauled 418,000 gallons of bio-solids have been hauled so far this month
. 341,000 gallons of bio-solids were hauled in the month of July.
. Performed routine maintenance and testing on the plant
*MGD: Million Gallons Daily **BOD: Biochemical Oxygen Demand ***TSS: Total Suspended Solids
Water Distribution (Staff of 11)
Service Calls: 88, Main Breaks: 0, Leak Checks: 31, Cut-offs: 5, Reset Water Meters: 7, Service Lines: 1; Water/Sewer Line Locates: 194
. Replaced meter tiles at multiple locations.
. Worked on shop tickets, and service orders from customer service.
PCDA
Leak Checks: 0, Set/Reset Water Meters: 0, Meter Re-reads: 0, Water Line Locates: 0
> Total Miles: 152 Total Man Hours: 18 Main Breaks: 0
Valve Maintenance (staff of 3)
. Located/performed serviceability check on valves at 0 different locations
. Located/performed serviceability check on fire hydrants at 15 different locations
. Repaired/Rebuilt fire hydrant at 2 different locations
Wastewater Collection (Staff of 7)
Sewer lines flushed: 26,625 ft. Flushed (year to date): 702,249 ft.
Total Service Calls: 30, Sewer Lines Checked: 29, Lift Stations Checked: 20, and Emergency Sewer Calls: 0
* Capital Projects
Utility System Master Plan- On June 18, 2012 the Commission authorized the Shawnee Municipal Authority to enter into a contract with Smith Roberts Baldischwiler, LLC for an amount to not exceed $549,460. There was $300,000 budgeted for the 2011/12 fiscal year and $300,000 for the 2012/13 year. A Notice to Proceed was issued on June 25, 2012. Data loggers have been installed and flow meters have been received, and will be utilized for gathering data once installed. SRB conducted a site visit on October 10th, 2012 to collect data for computer model. The Water Hydraulic Model will be completed by the end of April. Staff met with SRB on March 22nd, 2013 for a basis of planning meeting. SRB has started work on the Wastewater Hydraulic Model. The Water Hydraulic Model has been completed; staff had training on it Tuesday, July 9th, 2013. Staff met with SRB on Friday, August 9th, 2013 to go over Waste Water Collection, Waste Water Treatment, Water Supply and Treatment, and Water Distribution. Staff will meet with DEQ on Thursday, August 29th, 2013 to explore Wastewater Systems grants.
Sanitary Sewer Rehab Project Various Locations (Pipe Bursting) - Budgeted project amount $1,000,000.00. Project was awarded to Jordan Contractors on March 4th, 2013. Review of manholes to be replaced will be done on a line by line basis. Bursting has been completed on Red Rock Street. Pipe has been pulled and services attached at the 700 block of Louisa. One manhole has been replaced and backfill of services has begun. Contractor has completed pipe burst from Horace Mann School to Center. Contractor has pulled 578 ft of sewer at the 1900 block of Broadway. 115' of 12" pipe was installed at the 1100 block of Philadelphia. Contractor has moved to the 1900 block of Union, and started uncovering services.
Kimberly Sewer Lift Station Rehab, COS-SMA-13-04- Jordan Contractors was awarded the bid on February 4th, 2013. Contractor cut out dirt around lift station and driveway. Survey shots will be taken to verify final grade.
Water Meters and Vault Structure Project, COS-SMA-14-06- Jordan Contractors was awarded this project on May 6th, 2013. Contractors have exposed the Wes Watkins line for the meter vault, and cut into it to drain the remaining water. The meter will be assembled then lowered into the pit to assure accurate cuts are made as to not take out too much, or too little of the existing pipe.
Jefferson Terrace Water Line Replacement, COS-SMA-14-01 Jordan Contractors was awarded the bid on August 5th, 2013. Currently waiting for contracts and bonds.
Water Treatment Plant Sludge Removal, COS-SMA-14-02 Nutri-Ject Systems, Inc. was awarded the bid on August 5th, 2013.
24" Sewer Rehab Project (Sliplining Existing 24" Concrete Pipe), COS-SMA-13-07
Urban Contractors was awarded the bid on August 19th, 2013.
Repair and Restoration of the River Bank Failure at the WTP Smith Roberts Baldischwiler, LLC is currently in the engineering phase.
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AIRPORT/Keenan English, Assistant Airport Manager
. Moving forward with World Fuel Services Alliance Program
. FY2013-2014 budget process complete
. Developing improved airport emergency plan and fuel spill response procedures
Rainfall
The airport has received 27"+ of rain since April 1st of this year.
Fuel Sales
July 2013 fuel sales continue to steadily increase:
. July 2012 = Avgas 4,410.26 Gallons; Jet A 1,523.16 Gallons
. July 2013 = Avgas 5,018.15 Gallons; Jet A 2,041.15 Gallons
Parallel Taxiway Project
. All construction complete.
. FAA grant has officially been closed out.
Airport Advisory Board
. Regular monthly meeting scheduled for September 18, 2013.
. Donald Wade & Associates, Inc. will present airport land appraisal results to the board on September 18, 2013.
Runway Rehabilitation Project
. All construction complete
. Grant(s) officially closed out.
Foreign Trade Zone (FTZ) Application
. FTZ application has been approved
. Staff working with SEDF to market the airport's new designation.
2013 Fly-in, Airshow & Pancake Breakfast - October 5, 2013
. Planning underway
. Currently soliciting volunteers and sponsors
. Application for CVB event funding has been submitted
. Rotary Club will sponsor breakfast
. Air show and static displays
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PARKS/CEMETERY/EQUIPMENT SERVICES/James Bryce, Director of Operations
Parks Maintenance Division (Staff of 8)
. Daily cleanup route on Main St and Parks
. Mowing/weed eating in Parks/Lake
. Working on Park Inspections
. Worked with OBU freshmen delivering mulch for their projects
. Worked flower bulb giveaway at Lake
Cemetery Division (staff of 4)
. 1 burials last week
. Filling graves that have settled during rains
. Preparing for internments
. Leveling markers
Central Garage (Staff of 6)
. General servicing and repairs to vehicles and equipment including Expo
. 22 units in last week with 29 total repairs
. EVT schools and testing
Shawnee Twin Lakes
. The repair of the floating fishing dock has started and will take a couple of weeks to complete.
. Crews are preparing for the Labor Day Weekend.
Wes Watkins Reservoir
. Park remains busy.
. All boat ramps are busy.
Municipal Swimming Pool
. Architects working on engineered drawings and bid documents. Renderings of the pool project have been placed at the Shawnee Mall and City Hall for the public to see. City funding for the project was approved at the Commission on August 5th. Project expected to go out for bid soon. Pool committee is seeking additional funding from private donations.
Municipal Court Offices
. Construction is underway, should complete project by August 30th.
Auditorium Exterior Restoration and Window Replacement
. Project underway, windows have been ordered.
City Hall ADA Restroom Project
. Will bid out project soon
Flower Bulb Giveaway
. America responds with Love (a nonprofit organization) donated a semi load of flower bulbs to Shawnee and Moore to be distributed in the tornado affected areas. We have received a partial shipment to be distributed right away and the rest will come next spring. Gilbert and Sons Trucking was kind enough to stop by Joplin, Mo. On their way through and pick up the bulbs and deliver them to Shawnee for free, a big thanks to them. Shawnee will keep some bulbs to be planted around town, some will go to other small towns that were hit by the tornado, and the rest was given to the residents of Pott. Co. for planting. Many residents turned out this last weekend to get their free flowers.
The Tree Bank Foundation Great Tree Giveaway
. City staff turned in an application for 500 trees last week to be given away to those affected by the tornado in May. The exact date has not been set yet but it will be towards the end of October.
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EXPOSITION CENTER/Mike Jackson, Operations Manager
. August 19-24, Monkey Business Children's Consignment Sale
. August 23-24, Will Rogers Classic Goat Sale
. Upcoming Events
. August 31-September 1, G&S Promotions Gun & Knife Show
. August 31-September 1, Oklahoma Quarter Horse Foundation Show
. September 5-7, Pottawatomie County Free Fair
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PLANNING/COMMUNITY DEVELOPMENT/Justin Erickson, Director
Planning
. Staff prepared materials for the upcoming City Commission meeting on September 3.
. Staff completed a draft of a revised City code concerning drivers for hire (taxicabs) and mailed it to related companies providing service in the City of Shawnee in June. The City Commission will consider the revisions at their September 16 regular meeting.
. Action center staff have been inundated by "tall grass and weed" complaints.
. The Action Center is currently investigating the following complaints:
o Dilapidated Buildings: 31 active cases
o Derelict Vehicles: 5 active cases
o Junk/Trash: 15 active cases
o Tall Grass/Weeds: 163 active cases
Project Updates
. Wayfinding - Staff is continuing work on a Phase 1 Wayfinding Bid Packet to include the EXPO and main entrance signs to the City. Sign companies have been contacted so that preliminary cost estimates can be known and the phase can be scaled accordingly. The expected bid time is October 2013.
. Zoning Code Update- Staff continues work preparing drafts of a revised Shawnee Zoning and Subdivision Code. The Planning Commission is holding a workshop in September, with the expected completion of the codes expected in late-2013. The residential code section are complete, expecting final edits. Current work centers on commercial zoning designations and design standards.
. Business Licenses- Staff is working with other City Staff to prepare documents and procedures for the enactment (subject to City Commission approval) of a business license requirement in the City of Shawnee. More information with be forthcoming.
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FINANCE DEPARTMENT/Cynthia Sementelli, Finance
. Worked on bank reconciliations
. Worked on year end for auditors
. Prepared sales tax report
. Worked on pool financing
. Entered budget amendments
. Worked on fixed assets for year end
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CITY CLERK'S OFFICE/UTILITY BILLING/Phyllis Loftis, City Clerk
City Clerk
. Preparation of City Commission and Authorities minutes for August 19, 2013 meeting
. Filed 30 Public Nuisance Liens Lien Releases with Pottawatomie County Clerk; filed 11 Public Nuisance Lien Certifications with Pottawatomie County Treasurer.
. Prepared ordinances for publication following city commission meeting
. Research regarding deed to Airport property for Operations Director
. Research regarding deed to North Airport property for Police Dept.
. Processed insurance claims for wrecked vehicles
. Helped process tort claim for citizens involved in accident with police vehicle
. Normal routine duties including tort claims, management of archived records, research of records for staff and Commissioners, distribution of payroll, preparation of inbound/outbound mail, and overseeing insurance on vehicles and property owned by the City of Shawnee.
Utility Billing/Customer Service
. Zone 2 cut-off for non-payment (8/21/13)
. Billing for Zone 1 (8/21/13)
. Routine customer service/billing, water and sewer transactions and issues involving payment arrangements, cut-offs, past-due collections and sanitation.
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INFORMATION SYSTEMS/Steve Nolen, Chief Information Officer
. Continued project review / management for master projects
o VoIP Telephony Project - IT deploying desktop software, waiting on PRI
o Remote VPN Replacements - Configuring Cemetery, NWWTP, WTP remote, waiting to test VoIP phones
o TCM Imaging Solution Project - IT deploying desktop software, active in Finance, HR
o Unitrends Backup Appliance Deployment - Backups are now running, tweaking schedule for optimum solution, reviewing failures
o Mobile Device Management Deployment - Continues, preparing to send out links/configuration
o Web Server Migration - Major code redesign in progress to allow smooth migration, continued updates
o AFIX System Replacement - Deploying localized virtual 32bit client to work around OSBI 64bit limits
o License Plate Reader Server component - Received software, scheduling for near future install
o EOC Interactive Projector Replacement - waiting on vendor / equipment
o Home Drive Storage migration - Researching automated solutions
o City Hall Kiosk - iPad stand ordered, web configuration continues
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FIRE DEPARTMENT/David Short, Chief
Suppression
Responded to 91 emergency calls broken down by type below:
. Fires: 1
. Rescue & EMS: 67
. Hazardous conditions: 2
. Service Calls: 4
. Good Intent Calls: 12
. False Alarms: 5
. Overpressure Rupture, Explosion: 0
Fire Prevention
Plan Reviews
. First Baptist Church (fire alarm system)
New Construction Inspections
. None
Requested / Administrative Inspections:
. Youth and Family Head Start, 1002 W. 7th
Permits and On-Site Inspections
. 3 open burn permits
. Spotlight on Shawnee Special Event
. First Baptist Church (alarm system)
Training
Assigned Shift, Company & Individual Training:
. Auto Extrication Refresher (All Shifts) (8/28-30/13)
. Fire Marshal's Association of Oklahoma @ Broken Bow, OK (Anderson) (8/28-30)
. Physical Fitness Incentive Testing (All Shifts) (9/3-5/13)
. Fire Instructor I @ Choctaw, OK (Kriwanek) (9/3-9/9/13)
. Fire Officer I @ El Reno, OK (Reece) (9/9-11/13) (9/23-24/13
. Rope Rescue I (9/17-18/13)
. EMT Transitional Refresher (All Shifts) (1/13-17, 20/14)
Tentative Shift, Company & Individual Training:
. Lieutenant Academy Phase I (TBD)
Training Chief Schedule:
. PFF Interviews (8/20-21/2013)
. (3) PFF Scheduled Start Date (8/25/13)
. FireHouse Software Conference @ Phoenix, AZ (9/10-13/13)
. (6) PFF Scheduled Start Date (TBD)
Training Chief Activities:
. Draft May Day SOG Submitted (5/30/13)
. Draft NFIRS SOG
. FireHouse Management & Quality Control
. Kaplan Fire and EMS C.E.U. Program Management
. N.R.E.M.T. - C.E.U. Program Management
. Electronic Entry of Dept. Personnel Training Records to FireHouse
. Continuation Training (6) Probationary Fire Fighter's
. Development Minimum Company Standards (4th Quarter 2013)
. Development, Training, Implementation: Fire Ground Survival Program
. Coordination with IT Department on Deployment of iPad's, Software and Equipment to F.D. Vehicles
. FireHouse Software Integration (Dispatch CAD)
. One iPad assigned to Ladder 1 (TBD)
. IT User Group Committee
Medical Director Activities:
. EMS Skills Evaluation (TBD)
. Documentation SOG (Draft)
. Addition of Medical Equipment (TBD)
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POLICE DEPARTMENT/Russ Frantz, Chief
Police
. Police reports: 143 / arrests: 31
Total Citations: 83 Handwritten Citations: 13 E-Citations: 70 Percent of E-Citations: 84.34 %
Dispatch
. Dispatch managed 1724 calls (Police/Fire/EMS)
Accreditation/Lt. King, Accreditation Manager
. Working on new hire orientation program and an officer handbook
. Reviewing In-House Recruit Training Manual from Stillwater PD and editing for our use
. CID duties
CID
. 14 Cases Forwarded to CID for Review
. 0 Felony Cases Assigned / 0 Misdemeanor Cases Assigned / 4 Other Cases Assigned
. 9 Felony Cases Cleared / 0 Misdemeanor Cases Cleared / 2 Other Cases Cleared
. 5 Felonies Filed through DA's Office
. 2 Total Arrests Made
. Total Property Recovered
. 1 Pending Assignment (PA) Cases
. 1 Assists with Patrol and Other Agencies
COP's Grant Program
. Grant paperwork
. Internet Sting
. Police foundation meeting
. Administrative meeting
. Arrest in Tecumseh Lewd Acts
. Conducted drug house surveillance
. Assist with arrest for Possession of CDS with intent to distribute (seized approx. 8 grams of meth and a vehicle)
. Search for wanted felon
. K&T seized 1/4 ounce of marijuana
. Night Fire Training
. Investigated drug tips Marijuana trafficking and cultivation
. Attended State Senate officer award ceremony
. Processed phone evidence on distribution of CDS case
Staff
Police Officers - 59 / 3 open positions / 1 deployed on Military / 54 available
. Dispatch positions - 13 / 11 available for service / 2 in training status / 3 open position
. Animal Control Positions - 4 / 3 available for service
Animal Control
> Calls Responded: 51 >Animals Impounded: 40 >Animals reclaimed: 1 >Animals adopted: 4